Workflow for creating accessible pdf forms – Adobe Acrobat XI User Manual
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Accessibility, tags, and reflow
Last updated 1/14/2015
Authoring applications
Most authoring applications that you can use to design forms don’t retain their fillable form
fields when you convert the files to PDF. Use the forms tools in Acrobat Pro to add fillable form fields. Moreover, if you
tag the form during conversion to PDF, the authoring application can generate inappropriate tags for the text labels of
the form fields. In a complex form, for example, the text labels for all the fields can run together into a single line. Screen
readers can’t interpret these fields as individual labels. Such reading order problems can require time-consuming work
in Acrobat Pro to split the labels apart. In this case, producing an untagged PDF form from the authoring application
is sometimes the better course. You can then use the Forms tools in Acrobat Pro to add fillable form fields before you
tag the entire document. Some forms are straightforward enough that you can produce a tagged PDF from the
authoring application. Then perform light touch-up in Acrobat Pro after you add the fillable form fields.
Workflow for creating accessible PDF forms
Using Acrobat, you can open untagged and tagged PDF forms, add fillable form fields, add field descriptions and
alternate text, set the tab order, and tag the forms (if they aren’t already tagged). You can also edit the tags of any tagged
PDF form by using the Touch Up Reading Order tool or the tag tree.
Design the form for accessibility.
Forms tend to have relatively complex layouts compared to documents that have a simple, single-column structure. The
success that an application has in analyzing and tagging a form depends largely on the original formatting and layout
of a document, and the types of fields that it uses.
When you design a form, include headings, instructions, and fields in which users are to enter data. At a minimum,
give each field a label. Also add special instructions for fields that need them. Use graphics tools to draw lines and boxes.
Don’t use characters, such as underscores and vertical bars, because these text characters can confuse screen readers.
Adding descriptions to form fields enables screen readers to identify the fields to users. Users hear the description read
aloud when they tab to the field. Write descriptions that are terse but complete. For example, the description “First
name” is appropriate for a first-name field. Don’t use instructions (such as “Enter first name”) as a description.
Set and test the tab order of a form.
The tab order for form fields enables people with disabilities to use a keyboard to move from field to field in a logical
order. In PDF forms, set the tab order to Use Document Structure. You can test the tab order of a form by using the
following keyboard commands:
• Tab to move focus to the next field
• Shift+Tab to move focus to the previous field
• Spacebar to select options
• Arrow keys to select options or list items
Tag the PDF form and correct tagging issues.
If the PDF form is already tagged, use the Touch Up Reading Order tool in Acrobat to tag each form field. This tool also
enables you to fix any reading order problems of the text labels for the form fields. For example, you may need to split
merged lines of fields into individual fields.
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